Privacy Policy

NoteScreen checks a session note or treatment plan you already wrote. The free paste check runs entirely in your browser — your document never leaves your device and is gone when you close the tab. The free check does not record or transcribe sessions; our separate Scribe app records sessions only with the client's consent and under signed Business Associate Agreements (described below). We do not sell personal data, and your note or plan content is never used to train or fine-tune any model.

During the current beta this is the only way the free check works: everything happens in your browser, so no document content is transmitted to us or anyone else. Two optional features that would send a note off your device — a screenshot reader and a deeper AI review — are not enabled in the beta. They are described plainly below so this policy stays accurate when we turn them on later, each under a Business Associate Agreement.

The free check has two possible input modes. In the current beta only the first is enabled:

• Paste a note or treatment plan (beta default — the only active mode). The document text and the codes you enter stay on your device. The analysis runs in your browser with no network request — nothing is transmitted to us or anyone else, and nothing is stored.
• Upload a screenshot (not enabled in the beta). When enabled in a future release, this would send the image over an encrypted connection to our server and forward it to our AI processing provider (Anthropic) to extract the note text and any visible codes, then discard it — with no image or extracted text saved on our servers. It is turned off for the beta so that the tool transmits nothing off your device. When we enable it, it will run under a Business Associate Agreement (BAA), and you should still prefer de-identified content.

Separate from the input modes above, NoteScreen is building an optional deeper AI review: after the instant in-browser check, you could choose to have the note analyzed by a clinical AI model for a more thorough, context-aware read. This is not enabled in the beta, and it would never run automatically — it would happen only when you explicitly ask for it on a specific note.

When we enable it, here is exactly how it would handle your note, and why it is built this way:

• The note goes straight to the processor — not through our website. The note would be sent over an encrypted connection directly to our dedicated processing provider (Amazon Web Services), and analyzed there by Claude on Amazon Bedrock. It would not pass through the servers that host this website. We deliberately keep note content off our general web hosting.
• Processed in memory, then gone. The note would be read to produce the review and then discarded. Nothing about the note is written to a database or otherwise stored, and the note text is never logged. Only non-identifying metadata (such as the codes you entered and the note's length) may be recorded to operate the service.
• Under a Business Associate Agreement. This processing would run under a BAA with the provider, and your note content would never be used to train or fine-tune any model. Even so, you should prefer de-identified content.

You can add the check tool to your phone or tablet home screen so it opens like an app and keeps working without a connection. To make this possible, your browser caches a small, explicit set of public pages — the free check tool itself and our marketing pages (the page, its code and styles, and the icon) — on your device.

This cache holds only that public marketing/tool shell — never your note. The check runs without any network request, so your note is never part of anything that gets cached, sent, or stored. Signed-in and token-carrying pages — the Scribe app, invite/redeem/ portal links, sign-in and sign-up, and checkout — are deliberately excluded from this cache and are never available offline; they are always fetched fresh from the network. The cache lives on your device and is cleared when you remove the app or clear your browser data.

• Early-access email. If you join the waitlist, we store the email address you provide so we can contact you about access. That's the only field we keep, and it is held in our database (Supabase) on your behalf.
• Basic technical logs. Like most websites, our hosting provider (Vercel) processes standard request data such as IP address and browser type to serve pages and guard against abuse. We do not use advertising trackers, analytics pixels, or third-party cookies.
• Note content. We do not collect or retain the notes you check. See the section above.

• Access your microphone without your explicit action. The optional voice-dictation feature in the free check asks for mic permission only when you click the Dictate button; audio is sent to our transcription provider (Deepgram) and discarded after the transcript is returned. (Session recording is a separate capability, available only in the Scribe app, with the client's consent and under a signed BAA.)
• Record, store, or listen to session audio in the free check. Voice dictation transcribes only what you choose to dictate for your own notes — it is not a session recorder.
• Store the notes you check, or train any model on them.
• Sell, rent, or share your personal data with advertisers.
• Tell you to document something that did not happen.

We rely on a small number of vendors to operate the service. Each processes data only to provide their function to us:

• Vercel — website hosting and request logs. Note content is kept off this layer by design; the optional AI review sends the note to AWS directly, not through Vercel.
• Supabase — stores the early-access email list, beta feedback, and — only if you opt in while teaching the Scribe extension a new EHR — an anonymized field map (the structure of where your note field is, never note text or patient data).
• Deepgram— speech-to-text for the Scribe app, under a signed Business Associate Agreement. Under that agreement, audio is used only to produce your transcript, not retained afterward or used to improve Deepgram's models. Used only by Scribe (the recording app), never by the free check. Clinicians not on the Deepgram allowlist route to Amazon Transcribe instead (see AWS, below), under the same AWS agreement.
• Deepgram (voice dictation) — the free check's separate, optional voice-dictation feature. When you click the Dictate button, audio is sent to Deepgram's API server-side, transcribed, and returned as text. The audio is not retained after transcription. This feature is currently in beta; it is covered by a separate Deepgram Business Associate Agreement review before it is enabled for general availability.
• Amazon Web Services (AWS) — formats the transcript into your note (Claude on Amazon Bedrock) under a signed Business Associate Agreement, and also transcribes session audio (Amazon Transcribe) for clinicians not on the Deepgram allowlist above, under the same AWS agreement. Session audio is processed transiently during formatting; the finished note itself is persisted (see Data retention, below) until you file or discard it. When Amazon Transcribe is used, a temporary transcript file may be written to encrypted storage during processing; we request its deletion once processing ends, though a failed cleanup could leave it in storage. The free paste check sends nothing to AWS.
• Anthropic — provides the AI models. For the optional screenshot reader, text extraction would run on Anthropic's API; for the optional AI review, the Claude model runs within AWS (Amazon Bedrock). Both features are not enabled in the beta, so no note content is sent to Anthropic today, and note content is never used to train any model.

NoteScreen is built for HIPAA-sensitive workflows. The free paste check is designed so that protected health information never leaves your device. The free tool is not intended as a covered means of transmitting PHI, and we have not executed a BAA for the free tier.

The Scribe app records and transcribes real sessions and processes PHI server-side. This runs under signed Business Associate Agreements with our transcription and infrastructure (AWS) providers, plus the data terms presented at signup. The free paste check is not a covered means of transmitting PHI, and has no BAA.

Notes you check in the free tool are not retained. In the Scribe app, session audio deletion is requested once your note is generated (with a one-day storage lifecycle rule as a backstop if that fails or a recording is never finished), and notes are held only until you file or discard them. The free-check screenshot reader and deeper AI review remain off; when enabled, the image or note is processed transiently and discarded, and note text is not logged. Waitlist emails are kept until you ask us to remove yours or we close the waitlist.

A recording that is lost is a session you cannot get back, so the Scribe app protects an in-progress session two independent ways. First, it keeps a temporary, encrypted backup on your own device. Second, as you record, it streams audio in short encrypted segments to the same BAA-covered processor that will transcribe it. Together, these protections can recover many interrupted sessions, though no browser recorder can guarantee recovery from every device or network failure. Both are on by default.

Both are temporary. The segments held by the processor and the backup on your device are deleted once your note is written. If a recording never finishes sending, the app offers to reprocess or discard it, and anything left over is purged automatically within a day. We do not keep session audio after your note exists, and we never use it for anything else.

You can ask us to delete your waitlist email at any time by emailing hello@notescreen.ai. Because the free check stores nothing, there is no account history to export or erase.

NoteScreen is a professional tool for clinicians and is not directed to children. We do not knowingly collect personal information from anyone under 18.

We may update this policy as the product evolves — for example, when we enable a currently-off feature described above. We will revise the “last updated” date above and, for material changes, give notice through the site.

Questions about privacy? Email hello@notescreen.ai.